In this Insight post we take a look into some ERP Features that are especially valuable for drinks distributors (wine, spirits, beer) acting as importers, agents, or regional distributors. These features often become deciding factors when choosing or upgrading an ERP because they directly impact sales, customer experience, and scalability of a business.
1. E-Commerce & B2B Ordering Portals
Most drinks distributors still rely on phone, email, or orders entered by reps. A B2B trade portal reduces duplication and errors while increasing order frequency and value.
Key Capabilities
- Customer-specific product catalogs (by license, region, allocation)
- Contract pricing and promotional pricing visibility
- Real-time stock availability
- Order templates and recurring orders
- Customer self-service for copy invoices, PODs, payments
- Credit limit and payment term enforcement
- Delivery date selection
Key Considerations for Drinks Distributors
- Account verification before ordering
- Product visibility restrictions by regions
- Allocation caps for limited-release products
- Case vs bottle ordering rules
Business Impact
- Lower cost per order
- Increased average order value
- Improved customer satisfaction
- Reduced admin workload
2. Mobile Sales Tools for Field Reps
In the on-trade, relationship-based selling is still vitally important so empowering sales reps can pay dividends.
Key Capabilities
- Mobile order capture
- Live pricing, promotions, and allocations
- Customer account history and preferences
- Visit planning and route optimization
- Sample tracking
Key Considerations for Drinks Distributors
- Product storytelling (tasting notes, brand assets)
- POS placement tracking
- Visibility into depletion targets
- Territory-specific portfolios
Business Impact
- Higher rep productivity
- Faster order cycles
- Better execution of brand strategy
- Improved sales forecasting accuracy
3. EDI with Large Retailers & Chains
Major retailers increasingly require EDI for doing business.
Key Capabilities
- EDI Purchase Orders, Advance Ship Notices (ASNs), Invoices
- Chargeback management
- Price and promotion synchronization
- Compliance with retailer-specific formats
- Automated reconciliation
Key Considerations for Drinks Distributors
- Case pack and pallet configuration compliance
- Delivery window enforcement
- Excise duty and tax handling in invoices
- High penalty risk for non-compliance
Business Impact
- Reduced retailer chargebacks
- Faster order processing
- Improved cash flow
- Ability to win and retain national accounts
4. Trade Marketing & Brand Spend Management
Alcohol distribution involves significant trade spend, usually split between suppliers and distributors themselves.
Key Capabilities
- Budgeting by brand, supplier, and channel
- Promotion approval workflows
- Spend accruals and claims
- ROI measurement
- Integration with CRM and POS data
Key Considerations for Drinks Distributors
- Supplier reimbursement tracking
- Legal limits on inducements
- Account-level spend caps
- Brand compliance reporting
Business Impact
- Improved margin control
- Stronger supplier trust
- Reduced leakage in trade spend
- Data-backed promotional planning
5. Advance Allocation
Scarce products (allocated or En Primeur wines, limited spirits, seasonal beers) are common.
Key Capabilities
- Rule-based allocation (by customer, channel, or performance)
- Pre-order and futures management
- Priority scoring
- Override and exception controls
- Allocation audit trails
Key Considerations for Drinks Distributors
- Fairness and transparency
- Supplier-imposed allocation rules
- Relationship sensitivity with key accounts
- Legal considerations in some markets
Business Impact
- Maximized revenue from scarce products
- Better customer relationships
- Reduced conflict and manual overrides
- Improved brand positioning
6. Business Intelligence & Supplier Portals
Suppliers increasingly demand data transparency.
Key Capabilities
- Brand-level dashboards
- Secure supplier access
- Automated reporting
- Drill-down analytics
- Exportable compliance reports
Key Considerations for Drinks Distributors
- Depletions vs shipments clarity
- Channel mix visibility
- Regional performance tracking
- Promotion effectiveness reporting
Business Impact
- Differentiation as a distributor
- Stronger supplier partnerships
- Reduced manual reporting effort
- Increased supplier retention
In Summary
For drinks distributors, these features are not “nice-to-haves” any longer. They increasingly define competitive advantage for forward thinking businesses.
Companies that invest here tend to:
- Grow faster
- Win better suppliers
- Retain key accounts
- Operate with lower overhead
De Facto have worked with drinks distribution companies for decades. Get in touch today if you would like to discuss your business needs.